Venue Sourcing Specialist
SAE International
full-time
Posted on:
Location Type: Hybrid
Location: Troy • Missouri • United States
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About the role
- Manage logistical aspects of assigned conventions/ meetings/ events including pre-planning, on-site execution and post event wrap up.
- Accountable for carrying out tasks to improve event logistics and exceed attendee expectations;
- Manages AV, catering, space, and room setup logistics with vendors and team members for all event requirements.
- Collaborate with event management to make appropriate selection of venues to source, based on predetermined criteria.
- Negotiate terms and conditions while working closely with Procurement and Legal to ensure SAE’s best interests are being met.
- Make calculated recommendations for venues.
- Facilitate the contract and procurement process with the agreement.
- Develop events budget with Event Manager.
- Liaise with legal, finance, and procurement for contracting, payments, accruals, negotiations, cost reductions and/or credits with all vendors.
- Monitor Engineering Event’s room blocks and manage contractual obligations and concessions that apply to the room block.
- Work with event management to establish housing list for vendors, VIPs, speakers and staff.
- Provide reports and projections for housing for current year and future event.
- Manage VIP and Staff Rooming Lists and allocation of comp rooms, staff rate rooms, and suites as provided in the contract.
- Develop and manage relationships with national sales representatives for hotel brands, convention centers, and cities for the benefit of the Engineering Events Group and Fullsight.
- Assist with exhibitor and sponsor deliverables including but not limited to building exhibitor kits, email confirmations, monitoring registrations, and pulling reports for distribution.
Requirements
- 6 years experience venue sourcing and event planning
- Bachelor’s Degree (Business, hospitality, or related field)
- Understanding of event budgeting, forecasting and reporting
- Strong negotiation skills
- Venue and vendor contracting
- Data collection and data management skills
- General awareness of data privacy regulations
- Builds and maintains strong vendor relationships
- Highly organized and efficient
- Takes initiative and makes recommendations for process improvements
- Team player who displays respect and integrity
- 5+ years' experience in conference logistics role (250-6000 attendees) with an association or corporation
- 5+ years' experience with Microsoft Office Suite - intermediate-advanced level
- 3+ years' experience sourcing, negotiating, and contracting hotels and venues
- 1-year experience building/managing room blocks in Passkey (Cvent certification for housing management may be accepted in lieu of experience)
Benefits
- Health insurance
- Paid time off
- Professional development opportunities
- Flexible work arrangements
Applicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard skills
event planningvenue sourcingevent budgetingforecastingdata managementcontractingnegotiationroom block managementexhibitor managementreporting
Soft skills
strong negotiation skillshighly organizedefficientinitiativeprocess improvementteam playerrespectintegrityrelationship buildingcommunication
Certifications
Cvent certification